Payroll Specialist

BASIC FUNCTION AND QUALIFICATIONS

Educational attainment equivalent to a high school diploma or its recognized equivalent
Three (3) years increasingly responsible payroll, accounting or financial record keeping experience.

JOB DUTIES

• Communicate with District personnel in person and on the phone to resolve payroll discrepancies and provide information concerning salaries, deductions, earned vacation, sick days and voluntary deductions including deferred compensation and tax sheltered annuities; distribute necessary forms; verify accuracy of completed forms
• Process payroll and related records for classified and certificated personnel; compute hours and pay of employees for each payroll period; compute and summarize deductions such as withholding tax, retirement, insurance and maintain records of deductions; verify and input data; audit for compliance with State and federal rules and regulations and collective bargaining agreements; review and audit payroll data, records and reports for accuracy and completeness
• Administer paychecks and special earning payments and payment cycles
• Adjust, verify and process pay increases, corrections, retirements, overtime, sick leave, vacation, and worker's compensation; prorate and balance time reports and reconcile payroll records with County HRS System
• Prepare and maintain files, records and a variety of quarterly, annual and amended reports related to employee information, taxes, retirement, employment, benefits, leave and other related records; resolve issues related to taxes as needed; audit Federal, State, Medicare and other tax payments and balance payments to W-2 totals
• Process and audit employee reimbursements for retirees; ensure that all requests comply with District policy and receipts are included with the request.
• Process salary adjustments; maintain leave balances including but not limited to sick leave, necessary leave, and vacation time
• Prepare pre-list authorization for payment requisitions related to employee payroll deductions and district contributions; obtain check signature and arrange for payment mailing; issue approved checks; file back-up documentation.
• Prepare various spreadsheets to track accounting transactions and histories.
• Distribute and receive time keeping forms from District sites; audit for accuracy and completeness; recalculate totals on large time reports; compile and batch time sheets for input into the computerized payroll system for various calculations such as taxes, retirement contributions and other deductions; review and edit reports for accuracy
• Stay up-to-date with changes in federal and state rules and regulations; use of appropriate payroll codes, and federal and state tax changes; ensure the District meets legal requirements with regard to payroll taxes and garnishments and provides all required information and payments to the Internal Revenue Services, state tax authorities, and other regulatory agencies; enter federal and state withholding and voluntary deductions in payroll system
• Input vendor payments related to payroll into spreadsheets and District database; maintain, update and clear Revolving Cash Fund for payroll revolving checks
• Prepare and direct correspondence regarding payments, deposits, and accounting procedures.
• Prepare and balance journal entries

SKILLS

• Accounts payable and accounts receivable practices and procedures
• HRS and County payroll systems
• Payroll accounting, including deduction, leave, retirement and timekeeping procedures
• Bookkeeping practices
• Payment discrepancy reconciliation methods
• Automated accounting system practices
• Office filing and record keeping techniques
• Tax withholding, voluntary deductions, garnishments and supplemental insurance
• Laws, rules and regulations related to assigned activities
• Payroll filing, record-keeping and report preparation techniques
• Principles and techniques involved in payroll preparation, monitoring and control
• Operate a personal computer to utilize spreadsheet, database, word processing, and accounting system applications
• Input data and operate ten-key calculator quickly and accurately
• Clarify contract restrictions through review of BOE minutes
• Work independently
• Review work of others for completeness and accuracy
• Communicate effectively with vendors, school accounting staff, and department representatives
• Work cooperatively with others
• Demonstrate flexibility and respond to changing requirements and job assignments
• Schedule, organize, and complete work in accordance with deadlines
• Understand and follow specifications and instructions
• Identify errors or discrepancies in accounting documentation
• Compare and match related accounting documents
• File documents alphabetically, numerically, and chronologically
• Apply and explain laws, rules and regulations related to payroll activities
• Prepare time sheets for payroll process
• Monitor, adjust and reconcile payroll data

SELECTION PROCEDURES

• THE APPLICATION PROCESS: To be considered for an employment opportunity with the Santa Monica-Malibu Unified School District, it is necessary for you to complete an official District Application and Supplemental Questions. Resumes will not be accepted in lieu of an application. The application is part of the examination process and is part of your total evaluation of qualifications for employment.
• THE EXAMINATION PROCESS: For those candidates who meet the minimum qualifications, the examination process will consist of any one or more of the following: Training and Experience Evaluation, Written Test, Performance Test, and/or Structured Interview. Additional information pertaining to the examination process will be emailed to those candidates who meet the minimum qualifications.
• EXAMINATION PROTESTS: Protest of any part of the examination process must be in writing and received in the office of the Director of Classified Personnel no later than five (5) working days from the date you were notified of examination results. All notifications are sent electronically via email. Any protest must include rationale to support the protest and must be based on illegal discrimination, abuse of discretion, or procedure/process error. We are not responsible for any incoming mail that is lost or misdirected after it has been entrusted to the US Postal Service.
• ACCOMMODATION FOR DISABLED: If you have a disability that may require an accommodation in any of these examination procedures, please notify the Personnel Commission in writing and attach your request to the completed application packet.
• ESTABLISHMENT OF ELIGIBILITY LIST: This examination process shall be open to all qualified applicants and shall result in one integrated eligibility list. All eligibility lists shall be established in accordance with Personnel Commission rules and shall be established for a period one (1) year, unless otherwise noted, or until there are fewer than three (3) ranks of eligible candidates who are available. Candidates are placed on the eligibility list in rank order according to their final examination score. Final examination scores will not change, but ranking may change as other candidates are added or removed from the list.
• ADVANCED STEP PLACEMENT: Generally, new employees start at the first step on the appointed salary schedule. When filling a permanent vacancy, a new employee may request a higher salary placement based on having training and experience that greatly exceeds the minimum qualifications. An employee may submit a formal request for advanced step consideration on or after the first day of employment. Education transcripts, training certificates, and additional references may be requested for verification purposes.
• HOW YOU WILL HEAR FROM US: All correspondence and notifications regarding this recruitment will be sent to the email address you provide. It is your responsibility to review, follow instructions, and respond to information in a timely manner; as if it was a function of your job.
• The provisions of this announcement do not constitute an expressed or implied contract, and any provisions contained in this announcement may be modified or revoked without notice.